Student interns procedure manual

General Rules

1. Guests entering the Registrar Office should always be greeted with a smile and treated in a courteous manner. Remember you are the first impression of our office!

2. One person is to remain at the front desk always. If you are leaving at the end of your shift and no one is at the desk, notify a staff member to ensure the front desk is covered

3. Always wear your Registrar polo and present yourself in a professional manner

4. Food, headphones, loud voices, arguing with guests or coworkers, visiting with friends and hanging out at the counter is not permitted

5. Arrive to your shift on time

Clocking in and out of Kronos

1. Login to Gibson at www.gibson.tulane.edu and use your Tulane login

2. On the front page, you will see a green banner midway down that says “Kronos”

• You can also find the Kronos tab under the Student tab at the top of the Gibson page

• Then on the left-hand side under Services is a link to Kronos

To punch in and out, go to the bottom left of the screen under the time and click the “Punch In/Out” button. You must punch in and out at the start and end of each shift.

• Ensure your hours are correct by clicking the “My Timesheet” button right above the punch in/out to view your timesheet

• Edit your timesheet (modify punch time, add punch, etc.) by clicking the “Change Request” button

Federal Work Study & Student Employment

The purpose of the Federal Work Study program is to provide opportunities for students to earn additional incomes to assist with paying for living and educational expense. Students and universities participating in the FWS program are required to adhere to the rules and regulations established by the Department of Education that governs the program. Through the FWS program, students can work part-time while enrolled in school to help finance their college education. Below are some rules that must be adhered to as a student worker.

Maximum work hours

During the school year, students may work a maximum of 20 hours per week regardless of the number of jobs they have. If a student has more than one job, the total hours worked at all jobs must not exceed 20 hours per week. During the summer, students may work up to 37.5 hours per week. Students are allowed a maximum of one work study job and two non-work study jobs.

Payment

Students with hourly jobs will be paid on a bi-weekly basis. The payroll biweekly pay calendar is located on your Kronos. All Tulane employees are required to make arrangements with Student Employment for direct deposit to receive payroll payments. Student must complete the Authorization for Direct Deposit form along with other hiring paperwork. The bi-weekly payments will then be deposited directly into the student’s bank account.

Work during classes

Students are Not permitted to work during class time even if a class has been cancelled. All student workers must provide their supervisor with an official class schedule at the beginning of each enrollment term.

Inability to work a scheduled shift

It is your responsibility to communicate to the office and your supervisor when you are unable to work. Please let your supervisor know in a timely manner if you will be unable to work. If you are sick, let your supervisor know as soon as possible.

Student Intern Responsibilities

Your main tasks at the office will be answering the phone and assisting students and parents with ordering transcripts, diplomas, enrollment certifications, and other general registration questions.

Students will also come into the office to order transcripts and get their questions answered as well. Details for how to complete each of these tasks will be described in detail below.

In addition to these responsibilities, students have daily maintenance tasks to keep our office clean and organized at all times.

1. Ensure the desk is not messy. If needed, clean and wipe down the counters and organize the desk supplies.

2. Shred documents no longer needed. The shredder is located in the Xerox room. Be sure to double check with a staff member before shredding any documents/

3. Restock the coffee station in the break room. The key for the cabinets where we store extras are in Jessie’s office right next to the door. Update the Inventory spreadsheet as you go (found on the Regi-STARS Teams page under “Files”)

4. Restock pens, transcript order forms, hand sanitizer, tissues, etc. as needed

5. Make sure the lobby is clean and organized and stocked

6. Before you leave, notify a staff member

7. Shut down the Mac desktop computer before leaving for the day

Accessing Banner

Banner 9 is used to look up student information, process enrollment certifications, and check for holds on student accounts. To login to banner:

1. Go to www.gibson.tulane.edu and login with your Tulane login

2. On the Gibson home page, select the Staff tab

3. 

   Click Banner-9 on the top left under “Administrative”

This will take you to the Banner homepage where you will use codes to look up student information. The page should look like this:

Using Banner

If a student would like to order a transcript online or an enrollment certification, before you instruct them to do either of these, use Banner to check if the student has any holds on their account.

NOTE: Only the student can check for holds on their student account. If a parent is calling to check a student account, respectfully ask them if the student can join the phone call or have the student call us themselves.

Holds - SOAHOLD

Checking for holds

1. In the search bar on the home page of banner, type in “SOAHOLD”

2. Type the student’s Tulane ID number into the search bar

3. Their name will pop up next to the number, be sure to confirm their name

4. 

   A page will then pop up listing any current and past holds.

There are many different reasons for holds being placed on a student account. Our office is concerned with registration, diploma, and transcript holds. The hold type will tell you what type of hold is on the account. This is a 2-letter code on the left. Below is a table of what each hold means:

Interpreting holds

1. The hold type will tell you what department the hold is coming from (check table above)

2. The Hold Type Description will describe more what the hold is

3. Look at the dates for the hold. If the “TO” date ends in 2099, this means the hold is in place.

4. If the “TO” date ends before today’s current date (ex: 8/02/2019), then this is a past hold that has already been resolved.

5. The reason field will sometimes include a description of why the hold is there

   1. Ex: for Accounts Receivable holds, the description will say “Delinquent Account- Past due” which means the student needs to pay their account balance before they can register/order transcripts/etc.

6. The other columns on the form are not relevant.

Communicating holds information to students

Before informing a student of their holds, double check that you are only looking at holds that end in 2099. Check what department the hold is coming from. The departments themselves own the holds, and our office is unable to resolve holds coming from other departments. So, direct the student to contact that department to see what the issue is and then it can be resolved from there.

Example prompt for informing a student of their hold:

“I apologize, but I see that a hold has been placed on your account by (DEPARTMENT NAME). Unfortunately, our office is unable to remove the hold, so I can transfer you to the (DEPARTMENT NAME) to get the matter resolved. Let me also give you’re their phone number and email to contact them. Once the holds have been removed you will be able to register, get your transcripts/diplomas, etc.”

Enrollment Verifications - SFARQST

Now that the student account has been checked for any holds using SOAHOLD, you can go back to the main screen of Banner 9 to order an Enrollment Certification using SFARQST. An Enrollment Certification is available to all students (past, present, alumni) of Tulane University from 1980 to present.  Enrolled students or alumni that have access to Gibson can request a certification though their Gibson account, or if preferred, can come into the office.  Anyone coming into the office needing an enrollment verification will receive same day service at no charge. 

Requests made on behalf of a student from a verification company, often referred to as a third-party company, should be instructed to call the National Student Clearinghouse.  If the caller states the request was submitted to the NSC, however; a response has not been received or they have additional questions, the call should be transferred to a staff member for assistance. Their phone number is posted at the front desk.

Processing enrollment verifications

If a student comes into the office requesting an enrollment certification WITHOUT A GPA DISPLAYED, we are able to process and print it for them. Steps:

1. Type “SFARQST” into the search bar on Banner 9

2. Enter the student ID number in the ID box

3. In the Term box, enter the term

(year) + 10 for Spring, + 20 for Summer, or +30 for Fall

Example: 202230 = Fall of 2022

1. Click “Go”

2. You will be brought to a new page

3. Ensure that the term is correct at the top

4. In the next box that says “Type”, type in NGPA (Does not Display GPA)

   1. As student interns, we are not able to look at any information that includes a student’s GPA or grades

   2. If the student is requesting a certification with a GPA, tell your supervisor and they will do it for you

5. Insert the number of copies

6. Under Recipient Name and Address, in the box titled “Alternate Addressee”, type the student’s name

7. If the student has requested to receive the enrollment cert via email, type the email address in the box “Street Line 1”

8. If the student wants it mailed, complete the mailing address fields

9. Save the form by hitting save at the bottom of the screen. To ensure it saved, a message will pop up saying “1 record applied and saved.”

10. The enrollment certifications will then automatically go to the Registrar’s Box account in the folder titled EnrollCert

    1. Here you can open the enrollment certification and print it in the office

       1. Emboss the printed seal at the bottom of the page before presenting to the student/mailing. Email the verification so they have it for their records.

       2. Once the verification is printed or emailed, move it to the Processed Enroll Cert folder in Box and click the arrow to the next one. Then, Click the X in the top right corner to exit.

Ordering an enrollment verification (for students)

If a student calls and wants to obtain an enrollment verification online through Gibson, here are the steps to guide them how to do it:

1. Log onto Gibson at www.gibson.tulane.edu

2. Go under the student tab

3. On the left-hand side under “Records”, click on TU Enrollment Verification

4. Student can then complete the required fields and choose for the form to be emailed to them

Other Banner screens

SPAIDEN: General Person Identification

• You can search for a student by their ID number

  1. If you click the 3 dots to the right of the ID search bar and select “Alternate ID Search,” you can search for a student by their SSN

  2. 

     This page will allow you to see a student’s information such as address, phone number, emergency contact, etc.

SGASTDN: General Student Information

• This page will tell you the student’s major/minor(s), enrollment dates, active/inactive student status, year, classes, and more

SHADEGR: Degree Awards

• This page is used to check to see diplomas that have been awarded

  1. Will tell you conferral date, school, degree, award, major, etc.

SFASTCA: Registration audit

• Another page to see the student’s class schedule and all classes they have been registered in

  1. Can search per term

  2. Shows dates that students registered for classes

Ordering a transcript

If a student wants to order a transcript, either online or in person, you first must check if they have any holds on their account (see above). If there are no holds, a transcript order can be placed.

In person

Students come to the office to request a transcript. Current students are allowed ONE FREE copy of their transcript per week.

1. Check if student has any holds (SOAHOLD)

2. Student must present PHOTO ID to obtain records from the office

3. Direct student to fill out a Transcript Request Form

   1. These are located at the front of the office (half sheets of paper)

4. Give form to staff member in office to print the transcript

   1. Official transcripts must be in a sealed, stamped envelope

Online

Students can order official transcripts online as a PDF or paper copy mailed. The cost of an online PDF transcript is $10.00. Prices for a mailed printed transcript start at $12.50 (more information at http://www.registrar.tulane.edu )

Current students

1. Go to www.gibson.tulane.edu and Login to your Gibson

2. Under the student tab, navigate to the left under “Records”

3. Click “Order an Official Transcript”

1. The student will then be redirected to our partner company, Parchment, that processes all out transcript and diploma orders

2. Direct student to follow prompts through Parchment website

Alumni/former students

1. Go to http://www.registrar.tulane.edu

2. At the top of the page under Records & Services, select “Student Resources”

Then click “Order a Transcript”

1. Select “Alumni and Former Students”

2. Scroll down and click “Place a Transcript Order”

3. The alumnus will then be directed to Parchment where they can fill out the form through their website

Transcript Issues

If a student is having issues with their transcript order, direct them to contact Parchment.

Email: membersupport@parchment.com

Phone: 1-800-662-0874

Website: www.parchment.com

For support: Login to Parchment, click “Support” in the top right, then click “Contact Us” to open a ticket

Ordering a Diploma

Just like ordering a transcript, students can place orders for a replacement diploma online through our website at http://www.registrar.tulane.edu

1. At the top hover over “Resources & Services”

2. Then click “Student Services”

3. Next to the Order a Transcript button is “Diploma Replacement”

4. The prices and processing/printing/shipping times are all listed in a table on that page as well as other details about replacement diplomas

5. At the bottom of the page is a grey box “ORDER A REPLACEMENT DIPLOMA”

   1. All diploma orders go through Parchment, see above.

Student Forms

All student forms can be found in person in our office (at the front desk to the left in the black organizer) or online on our website at http://www.registrar.tulane.edu

1. Under Resources & Services, select Student Resources

2. Select Student Forms

3. The forms found here are:

   1. Add/Drop Form

   2. Independent Study Form

   3. Name Change Form

   4. Social Security Number Change/Update

   5. Loyola Consortium Registration Form

   6. Consortium Student Information Form

   7. Tulane Student Consortium Approval Form

   8. Course Conflict Resolution Form

   9. S/U Grade Type Request for Undergraduate Students

   10. Course Repeat Permission Form

Consortium Students

Tulane, Loyola, Dillard, UNO (ROTC courses only) and Xavier Universities have a consortium agreement that allows eligible full-time undergraduate students to take up to two (2) courses in a Fall or Spring semester at any one of the schools within the consortium, with the approval of the student’s Dean and Advisor. Cross enrollment is only allowed in the fall and spring terms. An instructions packet for Consortium students (non-Tulane) is located in the black file cabinet on the left of the front desk.

Rules

1. Students must be registered for at least nine credits of coursework at Tulane. 

2. Students are permitted to enroll in a maximum of two courses at the partner institution, or up to 6 credit hours. 

3. Core curriculum requirements or school-specific core requirements may not be approved for transfer credit. 

4. Additional restrictions may apply; interested students should contact their Academic Advisor. 

5. Students are financially responsible for course fees associated with courses taken at the host school, (example: lab, studio, or theater fees). 

6. All course fees must be paid in full before the end of the term directly to the host institution to allow transcripts to be sent to Tulane and grades to be posted to the Tulane academic record. 

Tulane Students

1. You must have the course evaluated by the appropriate department if you would like the course to apply toward a major or minor. The chair or department advisor will sign the form and indicate approval or not.  

2. Make an appointment with your academic advisor and bring a completed Tulane Student Consortium Approval Form. Your academic advisor will review each course. 

3. Submit the completed form to your advisor and register for the courses at the partner institution. These forms may be accepted electronically, in the event you cannot physically visit the campus. 

4. Once you have completed your registration at the partner instruction, submit a copy of your completed Tulane Consortium Approval Form to the Office of the University Registrar (registrar@tulane.edu) so that the course will appear on your Tulane transcript. This can take up to 48 hours to complete. 

All Visiting Student FAQs

Course Offerings, Waitlists, Restrictions  

• Where can I see what courses are available? 

  • Course offerings are located on the Schedule of Classes: https://classschedule.tulane.edu.  

• What if the course I want has a pre-requisite? 

  • Verify with your advisor at your home university that you meet the requirements. 

• What if a course I want to take requires departmental or instructor approval? 

  • In order to gain this approval, you will need to reach out to the department or the instructor. 

  • You can find contact information for instructors by searching their name on the main Tulane University website (search instructor name found on class schedule). 

  • When you receive approval, you can forward that email to registrar@tulane.edu with the subject line “[Your Name] Consortium Departmental/Instructor Approval.” 

• What if the course I want is full? 

  • If the course has a waitlist, we can add you to it. Once added, you will have 48 hours to register once a spot opens. You must contact the Registrar’s office within that 48 hours for a staff member to register you. You are unable to register yourself. 

• What if I want to take a language course? 

  • If it is a beginner level, you proceed the same way as for other courses. 

  • If it is a more advanced level, you will need to take a placement test. Please follow these instructions to access the test: 

  • Identify the course you’d like to take and get the course approved by your home institution to confirm you are able to enroll in the course. 

  • Complete and submit the Tulane consortium form to registrar@tulane.edu and ask for access to the placement test. 

  • A member of the Registrar’s Office will add your information into the system, and you should get a Tulane ID and password 24 hours after the registration has been completed. 

  • Once you have your ID and password, you can access and complete the language placement form here: https://lp.tulane.edu. 

  • When you have received an email notifying you of your placement, you can email registrar@tulane.edu to register for the class. Please use the subject line of the email, “[Your Name] Consortium Language Placement.”. 

Student/ Class Information

• How to access your email address: 

  • You should receive an email from IT within the next 24 hours. 

  • If you have not, please reach out to the IT department. Contact information for them is located here: https://it.tulane.edu/. 

• How to get a Splash Card: 

  • Once you are registered, you can visit Card Services to obtain a Splash Card. You can find contact information for them at: https://splashcard.tulane.edu/. 

• How to access Canvas: 

  • Use your Tulane account to log into your Gibson account. 

  • Once you are on Gibson, click on your Student Tab; under the “Services” section, click the Canvas hyperlink. 

  • The link is also here: https://tulane.instructure.com/ 

• How to find my Student ID Number: 

  • Use your Tulane account to log into your Gibson account. 

  • On Gibson, select “View My Unofficial Transcript” on the left column under “Records.” if you haven’t taken any courses yet, email registrar@tulane.edu.  

Loyola Students

1. Students must complete Loyola Consortium Registration Form and obtain the approval of their Advisor or Department Chair and the Associate Dean or Dean of their College. 

2. Students must first register for their course(s) in the Office of Student Records (Thomas Hall 204) or email sturec@loyno.edu. Students must then complete their registration in the Registrar’s Office or send a copy of completed Loyola Consortium Registration Form and Consortium Student Information Packet to registrar@tulane.edu. If the course is not available, please return to the Office of Student Records and drop the course from your Loyola schedule. 

3. If during the semester you withdraw from the class, it is your responsibility to withdraw from the class at Tulane University as well as from Loyola. 

4. An official transcript will be sent to your home institution at the end of the semester.

Dillard Students

1. Students must complete their school’s consortium registration form and obtain the approval of their advisor or department chair and the Associate Dean or Dean of their College. 

2. Students must first register for their course(s) in the Office of Records and Registration. Students must then complete their registration in the Registrar’s Office or send a copy of their completed school consortium registration form and Consortium Student Information Packet to registrar@tulane.edu. If the course is not available, please return to the Office of Records and Registration to drop the course from your Dillard schedule. 

3. If during the semester you withdraw from the class, it is your responsibility to withdraw from the class at Tulane University as well as from Dillard. 

4. An official transcript will be sent to your home institution at the end of the semester. 

Xavier Students

1. Students must complete their school’s consortium registration form and obtain the approval of their Advisor or Department Chair and the Associate Dean or Dean of their College. 

2. Students must first register for their course(s) in the Registrar’s Office at Xavier University. Students must then complete their registration in the Registrar’s Office or send a copy of their completed school consortium registration form and Consortium Student Information Packet to registrar@tulane.edu. If the course is not available, please return to the Registrar’s Office at Xavier and drop the course from your Xavier schedule. 

3. If during the semester you withdraw from the class, it is your responsibility to withdraw from the class at the Tulane University as well as from Xavier. 

4. An official transcript will be sent to your home institution at the end of the semester. 

UNO Students

UNO Students are only able to take ROTC related courses at Tulane University. 

1. Students must complete their school’s consortium registration form and obtain the approval of their Advisor or Department Chair and the Associate Dean or Dean of their College. 

2. Students must then complete their registration in the Registrar’s Office or send a copy of the completed UNO Consortium Registration Form and completed school consortium registration form and Consortium Student Information Packet to registrar@tulane.edu. Students must then provide confirmation of enrollment at the Registrar’s Office at UNO. 

3. If during the semester you withdraw from the class, it is your responsibility to withdraw from the class at Tulane University as well as from UNO. 

4. An official transcript will be sent to your home institution at the end of the semester. 

FERPA Rules & Regulations

What is FERPA? 

FERPA, or the Family Educational Rights and Privacy Act of 1974, is a federal law which dictates that a student’s educational records may not be disclosed, without the expressed consent of the owner of said record (the owner, being the student). 

What are education records?

Under FERPA, education records are defined as records that are directly related to a student and are maintained by an educational agency or institution or by a party acting for the agency or institution.

A record means any information recorded in any way, including, but not limited to, handwriting, print, computer media, video or audio tape, film, microfilm, and microfiche.

What are not education records?

• Sole possession records - records that are kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the record

• Medical treatment records that are made and maintained by a health care provider acting in his or her official capacity; and made, maintained, or used only in connection with the provision of treatment to the student, and not available to anyone (including the student) other than persons providing such treatment

• Records created and maintained by a law enforcement unit for the purpose of law enforcement

• Employment records that are made and maintained in the normal course of business and relate exclusively to the in relation to the individual’s employment

• Post-attendance records (information created or received after an individual is no longer a student in attendance) and does not relate to the individual’s attendance as a student.

What is directory (non-private) information?

Under FERPA, directory information may be disclosed, upon request, without prior consent of the student. Directory information is information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed. Tulane had designated the following as directory information:

• Student name (Legal name and Preferred Name)

• Permanent, Local, & Campus Addresses

• Telephone Numbers

• Email Address

• Dates of Attendance

• Classification

• Major

• Awards/Honors

• Degrees Conferred

• School

• Enrollment status (e.g., freshman, sophomore, junior or senior; first year, second year, or third year)

• Full/part time status

• Past/Present participation in University sanctioned sports/activities

• Physical factors (height, weight, etc. for athletes)

• Hometown

Is Tulane required to release a student’s directory information?

No. The only required disclosure of education records is to the student. All other disclosures, including those with student consent and disclosures of directory information, are at the discretion of the institution.

What is considered non-directory (private) information?

Non-directory (private) information is information contained in a student’s education record that generally would be considered harmful or an invasion of privacy if disclosed. Such information may not be released without prior written consent from the student.

How can I authorize disclosure of non-directory (private) information?

Students can disclose non-directory (private) information by filling out a FERPA Release Form. The FERPA Release Form may be found at: http://registrar.tulane.edu/FERPA_Policy

Rights Afforded to Students under FERPA

1. The right to inspect and review the student’s education record within 45 days of the day Tulane University receives a request for access.

2. The right to request an amendment to the education record that the student believes is inaccurate, misleading or otherwise in violation of the student’s privacy rights under FERPA.

3. The right to provide written consent before Tulane University discloses personally identifiable information from the student’s education record, except to that extent that FERPA authorizes disclosure without consent

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Tulane University to comply with the requirements of FERPA

When do FERPA rights begin?

A person becomes a student under FERPA when the person is “in attendance” at the institution. At Tulane, a student is “in attendance” when the student has deposited and registered for an academic term.

Withholding the Release of Information

According to FERPA, a student can request, while still enrolled, that the institution not release any directory information about the student. Institutions must comply with this request. At Tulane, students who wish to restrict the release of directory information about themselves can do so by updating the “Confidentiality Flag” under Records on Gibson. Please consider your decision to restrict directory information carefully, as ANY and ALL requests for directory information will be refused. When Tulane faculty, staff, and students attempt to send you an email via Tulane’s email network, your email address will not auto-populate in the address bar.

Are my admission application materials considered education records?

FERPA affords admitted students who matriculate at the university the right to access their education records. Persons who apply to the university and are not admitted are not covered by FERPA. Persons who are admitted to the university, but do not matriculate, are not covered by FERPA.

Parent’s Access to Students’ Records

At the postsecondary level, parents have no inherent rights to access or inspect their child’s education records. This right is limited solely to the student. At Tulane, records may be released to parents only if they have been given a written release by the student or in compliance with a subpoena. Health and Safety Emergencies Under FERPA, an institution may disclose personally identifiable information from an education record to appropriate parties, including parents of an eligible student, in connection with an emergency if knowledge of the information is necessary to protect the health or safety of the student or other individuals.

Health and Safety Emergencies

Under FERPA, an institution may disclose personally identifiable information from an education record to appropriate parties, including parents of an eligible student, in connection with an emergency if knowledge of the information is necessary to protect the health or safety of the student or other individuals.

How can a student review and inspect education records?

The right to inspect and review the student’s education records (with certain limited exceptions) within 45 days after the day Tulane receives a written request for review and access. A student should submit to the registrar, dean, head of the academic department, or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The school official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed. Records that are customarily open for student inspection will be accessible without written request. The FERPA Records Request Form may be found at: http://registrar.tulane.edu/FERPA_Policy.

Can students receive copies of their education records?

The right of access to education records in some cases includes the right to obtain copies, when physical distance would prevent the actual viewing of the record. The university will authorize copies to be made only in those cases where failure to provide copies would effectively prevent a dependent student’s parents, or the student, from exercising the right to inspect and review the education records. Any requests for copies of a student’s education record should be sent in writing to the Office of the General Counsel. Reasonable costs will be charged for copies and postage.

How can a student request an amendment to his/her education records?

Students may ask the University to amend a record that they believe is inaccurate, misleading or in violation of the student’s right of privacy. After a student has reviewed his or her education record, a request to amend the record must be made in writing to the University official responsible for the record. By law, the University is required to consider only requests to amend information that is inaccurately recorded. Requests for substantive changes such as a grade change, removal of materials such as received evaluations, or outcome in a judicial proceeding are not covered under the FERPA amendment proceeding.

A proper request to correct a student education record must:

• Be written to the University official responsible for the record

• Clearly identify the part of the record they want to be changed

• Specify why the record is inaccurate, misleading or in violation of the student’s privacy rights. The student should write the University official responsible for the record, clearly identify the part of the record the student wants changed and specify why it should be changed. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student’s right to a hearing regarding the request for amendment.

Frequently Asked Questions

What are the office hours? 

8:30 AM – 5:00 PM, Monday through Friday 

Where is the office located? 

6823 St. Charles Ave. 
110 Gibson Hall 
New Orleans, LA 70118

What is the fax number? 

(504) 865 – 6760 

General Questions

How do I reserve a room?

Go to http://registrar.tulane.edu and under the Classroom & Scheduling header click on request a room.  Once selected, click on the Reserve a General Pool Room and follow the prompts on the screen. Any questions regarding room reservations can be transferred to (504) 865-5259 or (504) 314-2845. 

 What are Tulane's CEEB/SAT and ACT codes? 

The CEEB/SAT code is 6832 and the ACT code is 1614. 

Transcript and Registration Questions

How do I order a transcript? 

Official transcripts can be ordered online from any location 24/7 by students and alumni of the University.  Current students can order electronic and/or mailed transcripts through their Gibson account.  Alumni, former students, and CIEE students can order electronic and/or mailed transcripts through our online system by going to http://registrar.tulane.edu .  Click on the Resources & Services header for the order a transcript link.  Or, if you are in the New Orleans area feel free to pick up an official transcript tin person at the Office of the Registrar, Gibson Hall, Room 110, Monday – Friday 8:30am – 5:00pm. 

Can I have someone else pick up my transcript? 

Because a transcript can be purchased online 24/7 from any location, we no longer allow a transcript to be ordered and/or picked up by someone other than the requestor. 

Which schools at Tulane receive transcripts electronically? 

The only schools at Tulane that accepts electronic transcripts is the Undergraduate Admissions Office, 210 Gibson Hall, the School of Professional Advancement (SOPA), and the Academic Advising Center. 

How do I include a document that must be sent with my transcript? 

When ordering a transcript in person, the customer should present the attachment when completing the transcript order form.  The attachment option online is at the bottom of the Transcript Recipient 1 page.  The upload option is available after the payment page.  

How do I order an unofficial transcript? 

Current students can access unofficial transcripts through their Gibson account.  Alumni and former students can also access an unofficial transcript, via Gibson, if they have access.  If they no longer have access to Gibson, the student should be directed to contact the Office of the Registrar at (504) 865-5231.  Our office does not mail and/or forward a PDF copy of an unofficial transcript. 

How do I get a copy of course descriptions? 

All course descriptions can be found online at http://registrar.tulane.edu .  Select the Resources and Services header and the first option will be University catalogs. 

How do I obtain a syllabus from years ago? 

The Office of the Registrar does not maintain records of course syllabi.  If a syllabus is need for a specific course, contact would need to be made with the academic department that offered the course. 

What is an immunization hold? 

Louisiana law requires that all students be immunized against many diseases to attend the university. If students have not met the immunization requirements set forth by the Student Health Center, a hold will be placed on the student’s record prevent them from registering for classes. The student must contact the Student Health Center at 504-865-5255 to have the matter resolved.   

I want to register for classes but have Accounts Receivable hold on my account. What do I do?

Students cannot register for courses or adjust their schedule if there is an accounts receivable registration hold on their record.  The student must contact the Accounts Receivable office at 504-865-5368 to resolve the hold.   

What is the DA, Graduation App Rec hold?  

This hold is added to the student’s record when the student applies to graduate.  The hold only stops the student from registering for a future term.  The graduate must reapply to a program before classes can be attended.

How do I drop or add a class? 

During the add/drop period students are able to make changes to their schedule.  After this period, a drop/add form must be submitted to the Registrar’s Office by the Academic Advising Center.  Graduate school students should go to the Dean’s office to obtain the form and signatures. 

How do I get a grade changed? 

A Change of Grade must be submitted to the Registrar’s Office.  This form cannot be given to students nor can it be accepted from a student.  Faculty/staff must present ID to receive change of grade form. 

I need a department override 

Departmental overrides are handled by the department.  The only courses overridden by the Registrar’s Office is the CRDV courses.  The student should be directed to class schedule in room 109 and 111. 

How do I waitlist for a class? 

Academic departments decide if a waitlist is an option for a course.  If waitlist is not an option, the student unable to waitlist for the course.  For courses that offer a waitlist, the first position student on the waitlist will be sent an email (Tulane email) and has 48 hours to respond to the email.  If the student does not respond, the choice will go to the next person on the list and so forth.  A student can waitlist for a maximum of 3 courses. 

Updating Personal Information

How can I update/change my name? 

A student can update and/or change their name by contacting the Office of the Registrar at registrar@tulane.edu.  The student will need to provide documentation supporting the name change (government issued ID such as driver’s license, court issued legal documents, divorce paperwork, etc.) 

How can I give my parents access to my student record? 

The student must have a Student Authorization for Release of Information Record form on file with the Academic Advising center designating who is able to receive information.  This form is retained with the Academic Advisor and allows the advisor to discuss student specific information. Parents are not given a separate login; log into Gibson using the student’s information. 

How do I get my courses to show up on Canvas or be removed from Canvas?  

Contact the help desk and file a ticket which will then be routed to a team member.  The help desk can be contacted by calling 504-862-8888 or through email at help@tulane.edu. 

Verification Questions

I’m from an outside company and want to verify a student’s degree/dates of attendance.

If the individual is from a third-party verification agency, and the record is from 1980 to present, they need to contact the National Student Clearinghouse for the verification. If the student attended prior to 1980, that verification will be handled in the Registrar’s Office. 

National Student Clearinghouse 

13454 Sunrise Valley Drive, Suite 300 
Herndon, VA 20171 

Phone: (703) 742-4200 
Fax: (703) 742-4239 

Web: www.studentclearinghouse.org 
E-mail: service@studentclearinghouse.org 

How can I receive proof of enrollment? 

Currently enrolled students can request an enrollment verification through their online Gibson account (TU Enrollment Verification).  All students, regardless of their status, can come to the Registrar’s Office to receive an enrollment verification, same day.  There is no charge for this same day service.  

My loan provider said that I am not registered, and they want me to begin making payments 

The student needs given an enrollment verification that can be provided to the loan company  

I have a Transfer College Report.

When a student is transferring to another school that uses the Common Application, Newcomb/Tulane advisors may be asked to complete the form.  Before referring the student to Cudd Hall, provide the student a copy of the Common Application Information for Newcomb -Tulane College Advisors form. 

Registration updates 11/1/22

• Registration Guide Spring 2023

• Referring students with non-Registrar registration issues

• Responding to students registration questions

• Understanding priority registration

Only the department can override the following registration errors:

• Missing Prerequisite

• Department approval

• Instructor Approval

• Class Restriction

• Level Restriction

• Student Attribute Restriction

• College Restriction

• Degree Restriction

• Field of Study Restriction

Max Credit hour issue: student needs to contact advisor 

Waitlist Questions

1. Make sure the student checks their Tulane email address for their notifications

2. When a seat becomes available in a class while students are on the waitlist, the first person on the waitlist will receive an email notice that they have 48 hours exactly to go and self-register for the course. 

3. Tulane, and Registrar’s office, do not automatically enroll waitlisted students who get a notification of an available seat. 

4. The students MUST self-register within the 48-hour window, or they will be automatically dropped from the waitlist. 

5. The waitlist notification for all students will always be sent to the student’s Tulane email address. 

6. A student can’t waitlist for more than 3 classes (and none can be the same subject/course number as any other waitlisted course OR registered course).

7. A student can’t waitlist OR register for more than one subject/course number; exceptions include Independent Studies, which are emailed to us by the department. 

   1. CAN’T self-register for both: REGR 1000-01 and REGR 1000-02 

   2. CAN self-register for both:    REGR 1000-01 and REGR 1001-01

8. What are the chances of enrolling in a class if I am waitlisted or if the class is closed?

   1. We strive to give students an opportunity to register for a variety of courses. Unfortunately, the Registrar’s Office cannot predict if/when a course may have more seats added or if a waitlist will be expanded. Also, we cannot guarantee students will be able to enroll in specific courses. Our best advice is to continue monitoring the courses you are interested in taking and/or the waitlists.

9. I missed my waitlist notification. What should I do?

   1. They will need to add themselves back to the waitlist or select another course/section. Please note: waitlist notifications can be sent at any time (even overnight and/or on weekends) and that students have 48 hours to respond to the notification.  

10. I see a registration error that the section is full, but I see a seat available on Class Schedule. Why can’t I student register for it?

    1. Seats held for waitlisted students will show as available during the 48 hours after waitlisted student is given to respond. If the first student on the waitlist does not respond, it is offered to the next student on the waitlist.

Banner Screens to diagnose registration issues

• SGASTDN

  • Student Curricula screen. This is a GREAT screen for information on the student, their active/inactive status, the program and degree and major they are enrolled in by semester

• SFASTCA

  • Student registration history, by term. This screen will show all registration attempts for a particular student for all CRNs and the outcome of each attempt by term.